If a payment is to be made or even overdue, a polite reminder works wonders. A short email reminder or message can nudge your client while maintaining professionalism. If you have a late fee policy, mention it clearly, but keep the tone friendly to avoid tension.

If they haven’t made their payments yet, then you’ll need to send another statement. As of 2019, close to 20% of American adults relied on mental health treatment. But this burnout is also a result of the administrative work that comes with each client.

Provide clients with customized bills that help them submit their health insurance claims. Invoices also provide important documentation for the clients of mental health professionals. Clients can submit invoices as proof of the services they received for health insurance claims. Provide detailed bills for your clients that outline your services and help you get paid.

Insurance coding and documentation

We also have a therapy invoice example you can refer to when creating your invoices. With so many words or graphics, it makes it hard to find the details that you need to pay. It would be quite frustrating if you’re spending too much time just trying to figure out how much you owe or what your options are for payment methods. The first step is coding each service so that insurance will accept the claim and reimburse what they owe you. Hopefully, this goes smoothly so that you don’t end up with denials.

BEST Therapist Invoice Templates to Ease Your Workload

This increase doesn’t even consider the fact that we need over 6,000 mental health providers to fill the shortage of care. Using a client management tool, you can track previous invoices and safely store all the important client information on one platform. This helps conduct follow-ups effectively and gives a comprehensive view of customer relations. InvoiceOwl has been helping contractors for a long time now, and one of the reasons why most of the contractors liked our templates is all of them are free and customizable. Signature sectionIncluding a signature section can add a personal touch, reinforcing the legitimacy of the invoice.

• This post is to be used for informational purposes only and does not constitute legal, business, or tax advice.
• This transparency helps clients understand their charges, often required for insurance reimbursement.
• Itemizing your coaching services provides clarity for both you and your client, ensuring transparency and easy tracking of charges.
• This flexibility will offer a professional look to your invoice and boost your business credibility.

Behavioural psychologists

Teletherapist Network indicates that those who aim for a 40-hour workweek would likely spend 10 hours on administrative tasks if they see up counselling invoice template to 30 clients. On the federal level, there aren’t any specific invoice laws that you need to follow, just best practices as outlined above. However, some states have certain regulations surrounding invoicing for healthcare, so always check with local laws before practicing in the region. Find the best free invoice template by FreshBooks for your particular sector below.

Download the Template

Before emailing your client a copy of an invoice, convert it to a PDF. The data contained in an email may bounce between a number of different servers before reaching its final destination. Each time it travels from one server to another, it’s vulnerable to theft. You can also use a QR code to direct them to their patient portal so they can access anything else they might need, such as the online scheduling platform.

For preliminary assessment, you can share invoices once the checkups are completed and the patient is all set to leave your clinic. However, the same can’t be said for patients receiving therapy sessions periodically. For them, you can send invoices weekly or monthly, depending on the number of patient’s therapy sessions.

Use this template as a guide to invoice clients for your therapy practice. Clients may delay the payment process if they do not have a clear idea of the due amount. This could be possible because of poorly-written invoices on paper. To get rid of such recurring issues, the use of a customizable therapy template significantly impacts your invoicing process, ultimately you would have less unpaid invoices. A therapist invoice is used by a professional therapist to collect money from their client. They are listeners, care providers, and wellbeing consultants, and it’s never easy to ask for money in such a profession.

What is the Best Time to Send an Invoice to Your Therapy Clients?

Other invoicing apps or accounting software may or may not be HIPAA-compliant or provide encryption. Make sure you’re using a 100% HIPAA-compliant method before sending any client data over the internet. This therapist invoice template uses green, blue, and purple tints since those colors evoke feelings of calm while reducing stress and anxiety.

• Every time you mention the due amount, double-check whether the entered number is correct.
• But reminding them on their invoice that they need to schedule their next appointment will encourage them to do that early.
• Running a psychology practice takes lots of time and energy on its own.
• Both parties must determine a new arrangement under these circumstances.
• The time for Issuing invoices to your clients relies on the type of therapy received by the patient.

Additional expenses

Using Therapy Invoice Templates streamlines the billing process, allowing mental health therapists to send professional invoices promptly. These templates also ensure accuracy in record-keeping, simplifying the management of therapy services and payment terms. We shall discuss about the claim and processing at the later part of this article.

If you need to charge GST, there’s a space for your GST number in the tax field. This template can work for Canadian psychologists too; just change the GST rate in the template to 5% instead of 10%. Clients who cannot pay their balance by the due date can opt for a payment plan if the provider allows it. The psychologist (or company) can establish the plan through online payment gateways, bank transfers, or checks. The provider and client usually determine the payment schedule when creating the agreement in the first session.

This customizable, professional invoice template can be used to invoice all your patients. Without a proper invoicing system, you may end up chasing payments, facing client confusion, or struggling during tax season. A well-prepared invoice simplifies billing and sets clear expectations, whether you’re a business, life, or relationship coach.

Utilizing a template helps ensure clear communication, accurate billing, and a professional presentation of your counseling services. In addition, you need to provide all the information required by their health insurance providers so your patients can be properly reimbursed. Now find out how much more Wave can do for you and your business by trying our 100% free invoicing and accounting software.

Also, take note of the invoice number, the date of the invoice, and the due date. This therapist invoice template uses only the basic information needed for a person to pay. That way, they can easily find and understand the most necessary details. With that said, managing this administrative workload requires creative solutions so that you can dedicate more time to your customers. To make the process easier, here are six therapist invoice template examples.

You can also implement diverse payment terms and options to accommodate client preferences. Modern practices often integrate online payments through secure payment processors, such as Carepatron’s medical billing software. In the designated payment methods section, include clear payment instructions and accepted methods (credit cards, bank transfers, etc.). Therapy invoices are generated post-session and provided to patients or their insurance representatives for settlement.